Full job description

Summary:

The Administrative Assistant supports the company’s FIT (Fitness in Task) Program by coordinating pre-employment, random, post-incident, return-to-work, and fit-for-duty testing for candidates and employees across five operating companies (OpCos) and multiple construction job sites.

This position plays a critical role in maintaining compliance within a DOT-regulated environment by ensuring timely scheduling, accurate tracking, and clear communication with candidates, clinics, third-party administrators, and Corporate Medical.

The role requires strong organization, attention to detail, and the ability to manage fluctuating volumes in a fast-paced setting.

Essential Knowledge and Skill Requirements:

• Coordinate pre-employment physicals and drug testing for 150–300 candidates per month (team volume).
• Schedule and track drug and alcohol testing in compliance with DOT regulations.
• Assist in managing the company’s random drug testing program.
• Coordinate fit-for-duty exams, return-to-work testing, and post-incident testing.
• Communicate testing status and results to Corporate Medical in a timely and accurate manner.
• Serve as the primary point of contact for candidates regarding testing instructions and scheduling.
• Partner with designated occupational health clinics and the company’s third-party administrator to ensure efficient processing.
• Maintain detailed tracking spreadsheets and documentation using Microsoft Excel.
• Monitor testing deadlines to ensure compliance requirements are met.
• Support multiple job sites and five OpCos with consistent communication and follow-up.
• Maintain strict confidentiality of medical and employment information.
• Bilingual in English and Spanish preferred but not required.

Supervisory Responsibilities:

None

Education and Experience:

High school diploma or equivalent educational attainments, plus 1-2 years business/secretarial school or equivalent combinations of training and experience with minimum 3 years secretarial and/or administrative experience.

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